Streamlined workflows for business success

The Customer: MAP Funds Management

Established in 1957 by a group of doctors disenchanted with the retirement funding and investment products provided by the general market, MAP Funds Management (MAP) is now the superannuation fund of choice for a great number of Australian medical professionals. As is the case with all financial organisations, strict compliance to records management practices is crucial; and for MAP, a Ricoh Laserfiche solution is fundamental to meeting that compliance. 

Challenge: Break free from proprietary lock-in 

For several years, MAP had recognised the value of an online document storage and retrieval solution and in 2005 had moved forward with the implementation of one such system. Unfortunately, while the system’s vendor sold it as a complete document solution, MAP soon discovered it was little more than a centralised storage point for digital documents.

MAP Network Manager Evan Paynter puts it even more bluntly. “We ended up with a big bucket of documents with no OCR [Optical Character Recognition], workflow or strong document management capabilities,” he says. “Pretty soon it was often a case of people saying: ‘I don’t know where to store this document, so I’ll just push it somewhere into the document management system.’”

That in itself was enough of a problem, but when MAP made the decision that it would go to tender for a more usable solution, the discovery was made that the incumbent solution diddeliver one particular feature – proprietary lock-in. Adding insult to injury, when MAP approached the vendor and advised them of the situation, the response was little more than: “Good luck getting your data out.”

Solution: Ricoh Laserfiche expertise 

The Solution

The Benefits

 

 

Ricoh Laserfiche solution, which takes all hard and softcopy documents and transfers them to an electronic filing system with strong optical character recognition (OCR) capabilities for easy distribution, archiving and retrieval.

 

  • Assisted with the transfer of 40,000 documents between the legacy system and the new Laserfiche system
  • Increased staff productivity via a customised filling system
  • Allowed simple transfer of hard data to soft data without effecting the document’s integrity
  • The open architecture allowed Laserfiche to be integrated with an in-house developed system
  • Simple to use interface between the two systems

 

“When Ricoh presented a Laserfiche-based solution, it had everything we were looking for,” Evan says. “It had the open standards that would allow easy data exporting and integration with other systems, as well as OCR and workflow features that were sorely missing in our old system.

Customising the solution

Having broken free of proprietary lock-in that was the case with the MAP Funds’ legacy system, the company is moving forward rapidly to take full advantage of the Ricoh solution’s open architecture and adherence to industry standards, especially in the use of programming and scripting tools.

“The simple fact is that we have, at last, a very powerful and flexible document management solution that’s more than just the software. It’s the expertise we get from Ricoh that helps us exploit the real potential.”

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